Veterans have faced incredible difficulties fighting for our country and deserve dignity in protecting their data. Unfortunately, that has not happened. In an audit completed by the Department of Veterans Affairs, they found that 22 critical security controls were not applied to the VDIF (Veterans Data Integration and Federation). This risked the personal health information of over 10 million veterans.
Lacking oversight to this degree is unacceptable for service providers working with a vulnerable population like veterans. With the rising sophistication of criminals hacking user data (healthcare providers lose $900,000 a day from outages due to cyber attacks), case managers and agencies need more robust compliance solutions.
The federal government has provided a solution through the FedRAMP program, which you can become certified for through a software provider like PlanStreet. Let's explore how to secure veteran case data, why FedRAMP compliance matters, and how PlanStreet ensures case management for government agencies meets the highest security standards.
The Rising Need for Data Security in Veteran Services
An estimated 1.7 million veterans have mental health care needs. Veteran programs need to store and access highly sensitive data, including medical records, benefits, diagnoses such as PTSD, and housing services. If this information gets out, it can be damaging to a group of people who already have high instances of PTSD.
Out of the Operations Iraqi Freedom and Enduring Freedom veterans, 29% experience PTSD at some point in their life. Trust, transparency, and privacy must be implemented in every step of veteran care. One of the best ways to ensure data security is to choose a case management system for veteran services approved for FedRAMP certification.
What is FedRAMP? A Quick Overview
FedRAMP stands for the Federal Risk Authorization Management Program, which provides a standardized approach for organizations to implement security assessments for cloud service providers (CSPs). This ensures that federal agencies secure data safely and minimizes the risk of security breaches.
There are three steps to achieve FedRAMP for cloud service providers.
- Preparation: CSPs are recommended to complete the readiness assessment and then undergo pre-authorization.
- Authorization: CSPs must complete the Full Security Assessment, where the 3PAO (third-party assessment organization) independently audits the system. Then, during the Agency Authorization Process, the agency completes a security authorization package review, which may require implementing, documenting, and testing customer-responsible controls.
- Continuous Monitoring: A CSP must provide security deliverables (vulnerability scans, updated POA&M, annual security assessments, etc.) to all customers as required.
Why FedRAMP Compliance is Critical for Veteran-Focused Agencies
FedRAMP compliance is critical for veteran-focused agencies because it is legally required, strengthens the protection of sensitive veteran data, builds public trust, and ensures operational efficiency and resilience against cyber threats.
FedRAMP offers a unified framework for security assessment and risk management, meaning that every veteran-focused agency provides the same quality of security. The benefits of FedRAMP for veteran support programs include:
- Compliance with federal mandates for cloud vendors
- Higher standards that reduce the risk of breach or fines
- Improved confidence with public sector and funding agencies
- Smoother audits and reporting
- Cost savings of 30-40%
PlanStreet's FedRAMP-Ready Advantage
PlanStreet's veteran case management software is already FedRAMP certified. We offer government-grade security with over 300+ security controls, a suitable option for agencies that need a moderate impact level CSP.
No extra configurations are needed to start using PlanStreet's veterans services software. As soon as you sign up for a subscription, you can be confident that your system is compliant. We follow the requirements for continuous monitoring as laid out by FedRAMP, so we respond promptly to any security incident.
Benefits for Case Managers and Veteran Agencies
Case managers, social workers, and compliance officers want to focus on their clients, not on following strict or complicated security protocols. When you work with software like PlanStreet, we do all of that for you so you can focus on caring for your clients.
Additional benefits of FedRAMP-certified veteran case management software include:
- Simplified Onboarding: Secure case management software allows for intuitive client intake that uses conditional logic. It's easier for clients because they only have to fill out the information pertinent to their case. It allows case managers to digest the information and understand their needs faster.
- Peace of Mind: Social workers have peace of mind managing confidential, sensitive case files. They can be honest about the client's needs without worrying about the information falling into the wrong hands.
- System Compatibility: Follows the legal requirements of FedRAMP, so the software is compatible with the workflows for VA programs and federal systems.
How to Choose the Right FedRAMP Certified Case Management Software
Even though FedRAMP certification limits the number of providers to choose from, choosing the best cloud solution for your veteran programs can still be challenging. If your head is spinning over the options, we recommend the following steps.
1. Define your agency's security and compliance requirements
FedRAMP certification covers three levels: low, moderate, and high risk. Check to see which regulatory mandate your agency falls under. Additionally, double-check that the CSP you're assessing meets all NIST 800-53 security controls and FedRAMP-specific requirements for your agency's data type and risk profile.
There are other certifications your agency may need to consider for the safety of your clients. If you're working with veterans in medical services or behavioral health, you will need to use HIPAA-compliant case management software as well. SOC 2 is a voluntary standard for cybersecurity compliance used in the private sector to focus on safe end-to-end security delivery. While not required for FedRAMP, SOC 2 can be utilized for additional security.
2. List your essential features and prioritize them
Think about what your agency needs to function properly, not just the security features that come with FedRAMP. Features in secure case management software like PlanStreet are built to minimize time spent on administrative tasks. Look for time-saving tools such as:
- Workflow automation: From client intake to service planning, PlanStreet can automate moving data to new documents, creating a new set of tasks for a client, reminders for appointment follow-ups, and more.
- Client Portals: Allow for easy sharing of documents and information with your client, scheduling appointments, and collaborating through messaging and comment features.
- Needs assessments: PlanStreet's custom assessments allow you to collect vital information from veteran clients, like demographics, skills, interests, and current needs, to create the best care plan possible.
- Behavioral Health Assessments: More specialized assessments can be created so that your program considers their mental and behavioral health needs.
- Outcome tracking: Analytics allow for data-driven client updates that you can track on case boards for a comprehensive view of their progress.
3. Consider cost, scalability, and usability
Compare pricing models and ensure transparency in costs for implementation, support, and compliance maintenance. Always ask how the pricing changes depending on the services offered. Are there different tiers to the software? You want one that can grow with your agency, not one that holds you back with minimal tools.
Ensure the software is user-friendly for case managers and supports seamless integration with existing systems. Poor user adoption leads to 70% of digital transformation initiatives failing. When working with veterans, your team needs to use the software as directed, or else you risk legal liability.
"Compared to our old software, PlanStreet is more intuitive and easier to navigate, even on the items that I don't do routinely. I can figure out how to dig down into where I need to get the information from." - Patrick Regan, Executive Director | Franciscan 360
Secure Peace of Mind for Veteran Case Data Security with PlanStreet
Federal service providers working with veterans are legally required to implement FedRAMP-certified case management software like PlanStreet. Even if your agency isn't required to follow FedRAMP, it's a gold standard for data security and can give you peace of mind while working with sensitive data.
PlanStreet's secure case management software streamlines everyday tasks so that you can focus on what matters most: caring for veterans. With tools to optimize workflows, programs, cases, and referrals, utilize your data to drive success.
Curious to see PlanStreet's veteran services software in action? Schedule a free demo with our team today, no strings attached.
Frequently Asked Questions (FAQs)
What is FedRAMP and why is it important for veteran case management?
FedRAMP (Federal Risk and Authorization Management Program) is a government-wide program that ensures cloud services meet strict security standards. It's vital for veteran case management systems because it guarantees that sensitive veteran data is protected according to federal guidelines.
Is FedRAMP compliance mandatory for veteran service providers?
If your agency works with or receives funding from federal programs, using FedRAMP-compliant software is strongly recommended (and often required) to ensure compliance and reduce risk.
How does FedRAMP compare to HIPAA or SOC 2 compliance?
While HIPAA focuses on health information and SOC 2 addresses data handling practices, FedRAMP is specifically designed for cloud services used by federal agencies. It's the most comprehensive for government and public-sector applications.
What kind of data is protected under FedRAMP standards in veteran services?
Personal identifiers, medical records, housing and benefits information, case notes, and communications are all secured under FedRAMP protocols when stored or managed in the cloud.
How does PlanStreet support FedRAMP compliance?
PlanStreet is designed to be FedRAMP-ready, offering built-in government cloud compliance controls, secure cloud infrastructure, continuous monitoring, and regular third-party assessments to maintain government-grade security standards.
Can FedRAMP-compliant platforms integrate with VA or government databases?
Yes. FedRAMP-compliant platforms are specifically designed for compatibility with other secure government systems, which streamlines case management across departments.
What are the risks of using non-FedRAMP-compliant software for veteran services?
Using non-compliant platforms can lead to data breaches, non-compliance penalties, funding issues, and a loss of trust from stakeholders and veteran communities.
How often are FedRAMP security protocols updated?
FedRAMP requires continuous monitoring, regular assessments, and annual security reviews to stay current with evolving cybersecurity threats.